Disciplinary Action & Write-Up Log

The problem this kills

Write-ups are where good intentions go to die in inconsistency. One manager issues a final warning for a first offense; another lets the same behavior slide for months. The wording is emotional instead of factual. Nobody can find what step an employee is actually on, so escalation jumps around. And when a termination is challenged later, the question is always the same: can you show a clear, consistent progressive-discipline history? If the answer lives in a manager's email and one battered Word template, you have a problem.

Disciplinary documentation handled ad hoc is exactly how organizations end up unable to defend a fair decision - not because the decision was wrong, but because the record is a mess.

This tool replaces the scramble with one consistent workflow: a manager drafts from an approved template, the employee's prior actions and the correct next step are shown automatically, HR reviews for consistency and approves before anything is issued, the employee acknowledges receipt, and every step is logged.

What you'll build

A private web app, locked behind a login, where:

• A manager drafts a disciplinary action (verbal, written, final warning, or your real types) from a consistent template that keeps language factual and behavior-based.
• The employee's prior-action history and the matching progressive-discipline step are shown automatically, so escalation stays consistent.
• HR reviews and approves each action before it's issued - checking it against policy and prior steps.
• The action is issued to the employee, who acknowledges receipt (acknowledgment captures that they received it, not that they agree).
• It's recorded in that employee's history, logged in a complete audit trail, and available as an access-controlled CSV export.

What's inside the Implementation Plan

The plan opens by interviewing you about your business - your current write-up process, who drafts and who approves, the systems and spreadsheets you use today, your real action types and the exact fields and codes in your data, your progressive-discipline policy and escalation rules, your typical and peak volumes, and your messy edge cases. It reads a short tailored spec back to you and waits for your thumbs-up before building anything. You get a tool shaped to your actual policy and data, not a generic template.

From there it's a step-by-step build, each step ending with a ready-to-paste prompt for your AI coding agent: the database and confidentiality model, the login and per-organization data isolation, the action templates by type, the prior-history-and-next-step engine, the HR approval gate, the acknowledgment capture, email notifications, the audit trail, and the CSV export. It closes with a "how to know it works" checklist and a no-API CSV fallback so you can run it today even with no integration to your HRIS.

The governance it includes (this is the point)

• Login so only your managers and HR can get in.
• Row-level security so users only ever see their own organization's records - and disciplinary records are access-limited to the right roles.
• A complete audit trail - who drafted, who approved, what was issued, when it was acknowledged.
• A hard human-in-the-loop approval gate: the manager drafts and the tool surfaces history and the policy step, but HR reviews and approves before anything is issued to the employee. Nothing reaches the employee until a person signs off.
• Duplicate guards keyed on the action ID, with a warning when a second action is drafted for the same incident, so the same write-up can't be processed twice.

This is documentation tooling, not legal advice - but a consistent, well-documented, history-aware progressive-discipline process is exactly what a fair and defensible record looks like.

Who it's for

Managers and HR teams who issue write-ups inconsistently, can't show a clear progressive-discipline history per employee, and need corrective action to be fair, consistent, and defensible.

You've got this - paste the first prompt and let the plan interview you.